FAMNA Reimbursement Guidelines

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Since this is a guideline please do not make any changes. This wiki page is maintained by the FAmSCo members based in North America. Currently, this is Andrew Ward (award3535) and Nick Bebout (nb). Please contact them for more clarifications.

The following guidelines apply ONLY to Fedora Ambassadors North America (FAmNA). If you're not from NA, please follow the guidelines of your region (EMEA, APAC, LATAM).

Introduction

The NA-specific reimbursement guidelines are related to the change of budget handling within the Fedora community. Each region now has its own budget and can set its own guidelines to handle budget requests within limits given by FAmSCo and OSAS.

Not All FAmNA expenses are prepaid and require reimbursement. This guideline is the exception when reimbursement is required.

Events

1. Create a wiki page with information about your event (eg: Date and venue, purpose, tentative agenda, detailed budget break down ...)
2. Anyone can create an event wiki page. There MUST be an event owner (there can be one or more event owners)
3. FAmNA meetings are held every Thursday at 21:00ET (9pm Eastern Time), please participate in the next meeting and get your request approved.

Travel Subsidies

Representing Fedora at an event or hackfest outside the local area can include reimbursed travel expenses. Travel expenses including airfare/fuel/bus fare, boarding/hotel accommodation, etc can be reimbursed, depending on the available budget the request may be approved fully or partially.

1. Please follow Sponsoring event attendees.
2. FAmNA meetings are held every Thursday at 21:00ET (9pm Eastern Time), please participate in the next meeting and get your request approved.

Other

1. Only Fedora contributors can request funds or other needs.
2. FAmNA meetings are held every Thursday 21:00ET (9pm Eastern Time), please participate for the next meeting and get your request approved.

General Considerations for Reimbursements

• No reimbursements for personal purposes (eg: Business cards)
• Don't spend money before the request is approved.
• All amounts should be in USD (US Dollars)
• Don't spend more than the amount requested.
• Once the amount is reimbursed, confirm payment.
• Fedora does not reimburse costs for feeding individuals. Some group events may be excluded, but a request must be made in advance and would fit under 'Other' above.
• All predictable and large expenses need to be planned in regional budgets prior to a quarter when they happen. Requests filed before a quarterly budget is approved have better chance of being accepted.
• All reimbursement requests must be filed within 14 days following the event. Failure to do so may forfeit your expenses being reimbursed.

Requirements for Reimbursements

• Within 4 days (and a maximum of 14 days) of the event conclusion, a detailed event report must be filed with information recommended with https://fedoraproject.org/wiki/Event_reports. A single report upon completion of the event is acceptable but must be complete and accurate. If a single report is submitted for more than one ambassador all involved must be listed within the report and must contribute to the report as well.
• Include scanned receipts in PDF format of Lodging expenses, Parking, Travel in the request for reimbursement.
• All attending Ambassadors are required to submit event reports. Joint reports are acceptable and must identify the ambassadors in the header of the document when submitting the joint report.
• Event Owner is responsible for conclusion of Mind Share data collected in the final report, failure to do so may delay reimbursements.
• Event owners are to ensure the event wiki page is updated with final budget numbers/expenses and links to reports.
• In the Event that your actual expenses are greater than the approved budget your reimbursement will initially be for the original amount authorized. The remaining amount must be presented to FAmNA with full explanation for approval.
• Event owners are required to forward all shipping cost receipts to FAmNA treasurer for budget recording, this can be accomplished either prior to or immediately after the event, but also must be within the 14 day time frame.
• All reimbursement requests are to be placed in Pagure here https://pagure.io/ambassadors-na/requests/

• NOTE;
• 1. Failure to submit reports will result in non-reimbursement.
• 2. Failure to submit required copies of expenses will also result in non-reimbursement.
• 3. Reimbursements do not cover feeding of individuals. Special events that are approved by Conops may be reimbursed.
• EVENT OWNERS: Failure to submit a report as event owner may impact future funding of the same event the following year and future funding of upcoming events

Methods of Reimbursements

Reimbursements in the North America region are made via PayPal.